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titleOverview

 

Locating a Student Record
Editing a Student Record
Adding a New Student
Merging Student Records
Reviewing Applications
Performing Overrides
Viewing Panels

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Step 1: Locate and click on the Home tab, select the Student Lookup menu.

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Step 2: Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.

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titleApplication ID - Click here to expand Application ID advanced search details.

 The application can be located using Application ID, Delivery Bag ID, Reference Number, Batch Code, or From School searches.

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titleAdvanced Filter - Click here to expand Advanced Filter details.

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Step 1: Locate and click on the Home tab, select the Student Lookup menu.

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Step 2: Search for the Student using the procedure found in Locating a Student Record.

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Step 3: Highlight the Student's Record and select View/Edit Student.

(The names, student numbers, and birth dates have been changed in the below screenshot to protect identities.)

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Step 4: Select Edit Student.

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If notification has been established in Worklog Types, you may see an exclamation point flashing indicating comments have been made to the record.

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Step 5: Enter any comments regarding the edit. Next, click Ok. Make sure to click Save Changes from the Student ribbon before exiting from the record.

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See Adding a New Student for additional information.

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This section demonstrates how to add a new student directly into Franklin. Typically, this information comes from your Student Roster and should not be entered at this level.

 

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Step 1: Locate and click on the Home tab, select the Student Lookup menu.

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Step 2: Select Add New Student in the Actions sections.

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Step 3: Enter the New Student's data.

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titleIdentification and Enrollment
  • Student Number - School ID number
  • Student Name - First, MI, Last Name, Suffix - Student's Name
  • Birthdate - Student's birthdate in MM/DD/YYYY format
  • School - Choose the student's school by selecting the search icon to the right of the field.
  • Grade - Choose the student's grade by selecting the search icon to the right of the field.
  • Homeroom - Student's homeroom information
  • Track - Choose the student's track (if utilized) by selecting the search icon to the right of the field (Tracks are attendance periods normally used by year-round schools).
  • Feeder School - Choose a feeder school by selecting the search icon to the right of the field.
  • SIS Data - Enter the student's SIS data.
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titleAddress
  • Address - Select the pencil icon Image Removed and enter the student's address.

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  • City - Student's city
  • ST - Select the state from the drop-down menu.
  • Zip - Student's zip code
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titleMiscellaneous Data
  • Add Date - Date student was added into the system.
  • Enrollment Date - Date the student was enrolled (Select the ellipses Image Removed to access a calendar).
  • Inactive Date - Date the student became inactive (Select the ellipses Image Removed to access a calendar).
  • Language - Select the student's language from the drop-down menu.
  • Gender - Select the student's gender from the drop-down menu
  • Ethnicity - Select the student's ethnicity from the drop-down menu
  • Student SSN - Student's Social Security Number
  • Head of Household - Head of household name
  • Household Key 
  • Phone 1 - 2 - Student's phone number
  • Fax - Student's fax number
  • Email - Student's email
  • SIS Key - The Student Information System (SIS) Key is pulled from DataCenter. It is the same as the student number.
  • SIS Overrides - Choose which SIS override(s) to include for the student.

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Additional Options from the Ribbon

Student Ribbon
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titleComments
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 You may want to add comments to the student record. Click the Comments button in the Student ribbon. Next click Add Comment.

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Enter your comments. When you are done, click Ok.

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You will see the new comment displayed. After you have added all comments, click the Ok button in the Student Comments window.

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titleAdditional Supporting Document
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  • You may want to add an additional supporting document to a student record. Click the Add Supporting Documents in the Student ribbon.
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  • Click Add New to scan a new document. Choose the type of image scan to conduct and click Ok. Next, select the correct scannner.
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  • You will see a copy of the image. Add a tag (description) of the scan. Then, click Ok.
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  • Finally, choose which type of document you have added. Then, click Ok.
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  • To edit or delete a previously scanned document, search for it by clicking Search for Tag or Scan Date Range. Next, click refresh to see a list of scanned documents. Notice the image is displayed in the right half of the window.
  • Select the document you wish to edit or delete and click the appropriate button.
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Application
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titleReview Current Application

<text> 

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titleView Image

 <text>

Overrides
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titleDirect Certification

<text>

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titleSpecial Circumstances

<text>

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titleStatus Override

<text>

Panels
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titleApplications

<text>

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titleSiblings

<text>

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titleImages

<text>

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titleTracking

<text>

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titleLetters

<text>

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titleVerififcation

<text>

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The Merge Student process allows the user to remove duplicate student records.

 

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Step 1: Locate and click on the Home tab, select the Student Lookup menu.

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Step 2: Find the student using the process described in Locating a Student Record. Select the student's name from the list and click the Merge Student button.

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Step 3: Select the student records to be merged by choosing the Pick option.

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  • If the top record is incorrect, you can click Pick and conduct a search by typing the name and clicking Refresh. The top record (Old Student) will be deleted.
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  • Enter the name of the New Student and click Refresh. Choose the student from the list and click Ok. The bottom record (New Student) will be retained.
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Step 4: When you are sure you have selected the same student for both records and they are in the proper order (Keep & Delete), select the I understand there is no undo for this option and click Ok. Click Yes on the Warning window to complete the merge.

Warning

There is no undo for this process. Be sure you are deleting the correct record before proceeding.

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You should now see only one record for the student.

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Locate and click on the Home tab, select the Application Review option. A Search Section along with a list of all applications will be shown.

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Searching For Applications

Specific Applications or groups of Applications can be located utilizing a variety of search options.

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Enter the Search Terms in the Search and Filter section. Enter more information for a narrow search, or less information for a broad search.

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  • Include Student Matches
  • Include Student Non-Matches
  • Include Scanned Apps
  • Include Online Apps
  • Include Keyed Apps
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Editing Applications
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Step 1: Highlight the application from the list and select the Edit Application option. Specific applications can be located using the Search function described above.

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Step 2: Select the Edit option.

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Step 3: Enter a Comment regarding the edit being made in the Comment Box (Required).

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 Step 4: Make any necessary edits to the Application Fields section.

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  • Valid Response
  • Select All
  • No Adult SSN
  • Invalid Case Number
  • Missing Proof of Income
     

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Editing and Adding Students to an Application

 

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Step 1: Open the application for editing as described in the Editing Applications section above.

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Step 2: <text>

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Adding Household Members

 

 

Step 1: Open the application for editing as described in the Editing Applications section above.

 

 

 

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Step 2: Enter the member name in the space marked with an Asterisk * (typically the last row).

 

 

 

Step 3: Select the No Income option if this member provides no income for the household.  To enter an income, click the plus + sign next to the name. Multiple incomes can be entered.

 

 

 

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Comments and Work Log

 

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Step 1: Select the Comments / Work Log option. A list of all comments and actions regarding this record is displayed.

 

 

 

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Step 2: Make the necessary edits to the Comments and Work Logs.

 

 

 

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Moving Application to Review Queue

 

 

Step 1: Select the Application and choose the Edit Application option.

 

 

 

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Step 2: Select the Move to Review Queue option.

 

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Step 3: Select which review queue to move the application. Review Queues can be created in the Application Review Section in Miscellaneous Setup.

 

 

 

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Viewing Application Attachments

 

 

Step 1: Open the application for editing as described in the Editing Applications section above.

 

 

 

Step 2: Select an option from the View section.

 

 

 

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Overriding Zero-Income Expiration Date

 

 

 

Step 1: Open the application for editing as described in the Editing Applications section above.

 

 

 

Step 2: Select the Zero-Income Expiration Date option.

 

 

 

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Overrides

 

 

Step 1: Search for the student using the procedure described in Locating a Student Record.

 

 

 

Step 2: Highlight the Student's Record and select View/Edit Student.

 

 

 

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Step 3: Select the type of Override from the menu.

 

 

 

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Direct Certification

 

 

 

Step 1: Select Direct Certification from the menu.

 

 

 

Step 2: Select the type of Direct Certification evidence available.

 

 

 

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Special Circumstances

 

 

 

Step 1: Select Special Circumstances from the menu.

 

 

 

Step 2: Select Edit to choose the Manual Special Circumstances

 

 

 

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Warning

Any changes made to the automated special circumstances will likely be overwritten the next time the import runs.

 

 

 

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Status Overrides

 

Set Temporary Status

 

 

 

Step 1: Select Status Override from the menu and choose the Set Temporary Status option.

 

 

 

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Step 2: Set the Expiration Date and the Temporary Status for this student.

 

 

 

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Info

A temporary status override allows you to temporarily increase a student's benefits. The status override will only take affect if there are no special circumstances, DC approval, or special school circumstances. If the temporary status is less than the student's actual status, it will be ignored. After the expiration date, the status will revert back to the student's original status.

 

 

 

Set Prior-Year Status

 

 

 

Step 1: Select Status Override from the menu and choose the Set Prior-Year Status option.

 

 

 

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Step 2: Select the Prior-Year Status of this student.

 

 

 

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Step 3: Enter any comments regarding the Prior-Year Status change.

 

 

 

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Set Legacy Approval Status

 

 

 

Step 1: Select Status Override from the menu and choose the Set Legacy Approval Status option.

 

 

 

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Step 2: Select the legacy system's free/reduced status of the student.

 

 

 

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Step 3: Enter any comments regarding the Legacy System Approval change.

 

 

 

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Refigure Eligibility

 

 

 

Step 1: Select Status Override from the menu and choose the Refigure Eligibility option.

 

 

 

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Warning

This Refuge-Eligibilty utility examines all applications, special circumstances, and other fields and determines the eligibility of this student based on your current system configuration settings and rules. Would you like to perform this operation now?

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Panels allow you to quickly view various information regarding the student. A panel containing information will be marked with a green check mark next to the icon.

 

 

 

Viewing a Panel

 

 

 

Step 1: Search for the student using the procedure described in Locating a Student Record.

 

 

 

Step 2: Highlight the Student's Record and select View/Edit Student.

 

 

 

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Step 3: Select the Panel to view.

 

 

 

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